Once a form is configured in Forms Admin, applicants interact with it through CampInTouch, filling out web forms directly, or downloading, signing, and returning paper forms by upload, fax, or mail.
This article covers that full loop: what applicants see, how their submissions land in Campminder, and how you review, print, and correct them.
💡Tip: You should already have your forms enabled and configured. See Forms Admin: Enable, Constrain, and Configure Your Forms if you haven't.
In this article:
What applicants see and how they return paper forms
How to review, mark, and manage submitted forms
How to set up fax-back so applicants can fax forms directly
How to batch print forms or fix one that's in the wrong place
The Applicant Experience
Applicants can complete web forms or upload completed paper forms as PDFs through the Forms & Documents Dashboard in CampInTouch.
When an applicant logs into CampInTouch and goes to Forms & Documents, they'll see every form that applies to their camper, plus any family-wide forms at the bottom of the page.
Forms with an Upload button have "Allow Upload" turned on in their parameters; a form shown in green has already been returned.
📋 Note: Applicants can only upload PDF files, not DOC, TXT, or JPG.
To return a paper form, the applicant downloads it, prints it, fills it out, scans it, and clicks Upload to send back the completed PDF.
If mailing is enabled, applicants can click I've Mailed This to Camp to flag that a copy is on its way.
📋 Note: If a returned form is green but still shows an Upload button, Allow Overwrite is turned on for that form, letting the applicant replace their submission.
💡Tip: Log in as a parent from their contact card to see exactly what they see in CampInTouch. It's a quick way to double-check your setup.
Review Received Forms
Navigate to Camper > Forms > Received (or Staff > Forms > Received). Select from the Recieved or Mail tab.
Choose your season and partition, add any sessions, statuses, or advanced filters, and check the boxes for the forms you want to review.
Click Search.
On the New tab, click a form's name to open and review it.
📋 Note: A yellow warning icon usually means extra, non-barcoded pages came in along with a barcoded form.
Mark it Complete or Incomplete (or, for permission forms, Accepted or Declined).
📋 Note: The Complete, Incomplete, Accepted, and Declined tabs each hold forms you've already reviewed, so you can find them again later.
Use Generate PDF on the New tab to download every pending form as one file instead of opening them individually.
💡Tip: You can also mark a form complete directly from a camper or staff record. Open the Forms tab and check the box next to the form name to move it from Pending to Completed.
🎯 Try it now: Go to Camper > Forms > Received, search for one form you're currently collecting, and mark at least one submission Complete. Come back when you've done it.
Log Mailed Forms
If you allow applicants to send forms by mail, you can still record them in Campminder.
Navigate to Camper/Staff > Forms > Mailed.
Enter the camper or staff member's last name in the From field.
Enter the form name, and for permission forms, the permission granted.
Click Commit.
💡 Tip: After you commit one form, the same row stays ready so you can log another mailed form for that same person right away.
Set Up Fax-Back
Sign up with an electronic fax service that can forward faxes as PDF or TIFF files. Campminder doesn't recommend a specific provider, but camps have used services like MyFax, eFax, Nextiva, and Faxtopia.
Set your fax service to forward incoming faxes to [your login domain]@campminderfax.com.
In Forms Admin, click Faxed-Back and Uploaded Form Settings at the bottom of the page.
💡Tip: click on the image below to enlarge
Enter your fax number, choose who gets notified, and decide whether to store non-barcoded faxes.
Click Save.
On each paper form you want to accept by fax, open Edit Parameters, check Add Barcode to Form, and save.
📋 Note: Campminder uses the barcode to match faxed forms to the correct camper record.
Add a Barcode to the Form
Navigate to Admin > Camper Setup > Forms Admin. Click the Actions button next to the form and select Edit Parameters.
Select Add bar code to form and save. This adds a unique barcode that identifies both the form and the camper. Parents will download and print this version.
💡 Tip: Applicants without a fax machine can send the same barcoded PDF by email to the same campminderfax.com address instead.
🎯 Try it now: Go to Forms Admin > Faxed-Back and Uploaded Form Settings and confirm your fax number and notification preferences are set. Come back when you've done it.
Batch Print Forms
Print hard copies of submitted camper and staff forms for your records, if you have the paper and filing space to spare!
Video Walkthrough
Navigate to Camper/Staff > Forms > Batch Form Printing.
Choose your partition, then filter by session, program, day, or status to select the right group.
Select the radio button for the one form you want to print.
Choose your sort order. For campers, check Include Bunk in Sort Criteria if you want to sort by bunk.
Check Two-Sided Printing if your printer supports it.
Click Generate Forms PDF.
📋 Note: You can only batch print one form at a time, so use your filters to keep each run to a manageable group.
💡 Tip: Check the box to print blank copies of a form. That's handy as a backup on opening day, but this option doesn't work for dynamic forms like the camper application or health history.
Fix a Misplaced Form
Sometimes a form lands in the wrong place, often when a parent attaches it to the wrong sibling. You can move it without asking them to resend anything.
Navigate to Camper/Staff > Forms > Received and search for the form.
Click Edit PDF next to the form you need to fix.
Select the page or pages to move (or delete).
Choose the correct form from the drop-down and enter the camper or staff member's name.
Click Save.
💡Tip: For a Custom Web Form with incorrect answers, mark it Incomplete and ask the family to resubmit. PDF editing only works for uploaded or faxed paper forms.
🏕️ Camps in Action
A parent faxed back a physician's exam that included an immunization form on the second page.
Instead of asking the family to resend anything, the office used Edit PDF on the Received tab to split that second page into its own immunization form under the same camper. Both forms ended up exactly where they belonged, in one pass.
Before you move on, check yourself:
Can you explain the difference between a form marked Complete and one marked Incomplete?
Do you know where an applicant goes to upload, fax, or mail back a paper form?
Could you fix a form that's been uploaded to the wrong camper's record?
Ready for the next step?
Forms Admin: Enable, Constrain, and Configure Your Forms set up a form before it starts coming back in
Track Down Missing Forms find who still owes you a form
Get to Know: User Reports build the advanced filters used throughout this article